Our Privacy Commitment
At SimuVote, we take your privacy very seriously. We designed the platform with privacy-first principles to ensure your data is protected and used only for running fair group elections. This policy applies to both Private Elections (for groups, organizations, and committees) and Public Elections (for community polls, talent shows, and public referendums).
1. Information We Collect
We collect only the minimum information necessary to operate the voting system. The specific information collected depends on your role and the type of election:
| Data Type |
Private Elections |
Public Elections |
Purpose |
| Full Name |
(Admin adds) |
(Self-registered) |
Identification and display |
| Phone Number |
(Required) |
(Required) |
Verification and access control |
| Email Address |
(Admin - Required)
(Members - Optional) |
(Optional) |
Notifications and credentials |
| Username |
|
(Required) |
Public display name |
| Password |
(Hashed) |
(Hashed) |
Account security |
| Voting Choices |
(Anonymous) |
(Anonymous) |
Vote recording and results |
| Nominations |
(Members propose) |
(Admin adds nominees) |
Candidate selection |
| Profile Image |
|
(Optional) |
Nominee profile |
| Bio |
|
(Optional) |
Nominee information |
Private Elections:
Admin adds
Public Elections:
Self-registered
Purpose:
Identification and display
Private Elections:
Required
Public Elections:
Required
Purpose:
Verification and access control
Private Elections:
Admin Required
Members Optional
Public Elections:
Optional
Purpose:
Notifications and credentials
Private Elections:
Not used
Public Elections:
Required
Purpose:
Public display name
Private Elections:
Hashed
Purpose:
Account security
Data Type:
Voting Choices
Private Elections:
Anonymous
Public Elections:
Anonymous
Purpose:
Vote recording and results
Private Elections:
Members propose
Public Elections:
Admin adds nominees
Purpose:
Candidate selection
Private Elections:
Not used
Public Elections:
Optional
Private Elections:
Not used
Public Elections:
Optional
Purpose:
Nominee information
2. How We Use Your Information
Your information is used solely for the purpose of conducting fair and transparent elections:
Private Elections
- Verify that only authorized group members can participate
- Display member names during nomination and voting phases
- Record votes securely and anonymously
- Send SMS notifications for registration and reminders
- Generate election results with vote counts
- Send email notifications to admin (if provided)
Public Elections
- Verify voter identity via phone number
- Display usernames publicly during voting
- Record votes securely and anonymously
- Send SMS/email verification codes
- Send login credentials to verified contacts
- Generate election results with winner details
- Allow voters to download reports
We do not use your data for marketing, advertising, or any other purpose. Your information is never sold, rented, or shared with third parties for commercial purposes.
3. Payment & Transaction Information
For paid subscription plans, we collect and process the following payment-related information:
- Payment Method: M-PESA transaction details are processed through the mobile money system. We do not store your M-PESA PIN or full payment credentials.
- Transaction Records: We keep records of payment amounts, dates, and transaction IDs for billing and refund purposes.
- Receipts: Payment receipts sent via WhatsApp are used only for verification and are deleted after account activation.
- Refund Processing: Bank account or mobile money details provided for refunds are used solely for that purpose and not stored longer than necessary.
Payment data is retained for the duration required by Tanzanian financial regulations (minimum 5 years) and is securely stored with restricted access.
4. Data Storage & Automatic Deletion
All election-related data is automatically and permanently deleted after the retention period:
Private Elections
Free Plan Retention: 6 days from room creation
Paid Plans Retention: Extended based on plan (up to 60 days)
Data Deleted: Member names, phone numbers, admin email, nominations, votes, positions, results
No backups kept. Deleted data cannot be recovered.
Public Elections
Free Plan Retention: 10 days from room creation
Paid Plans Retention: Extended based on plan (up to 60 days)
Data Deleted: Voter names, usernames, phone numbers, emails, nominee details, categories, votes, reports
No backups kept. Deleted data cannot be recovered.
What happens after deletion?
After the retention period:
- All personal data is permanently erased from our databases
- Vote records are anonymized and cannot be linked to individuals
- No copies or backups are retained
- The election room becomes inaccessible
- Payment transaction records are retained separately for legal compliance (anonymized where possible)
5. Third-Party Sharing
We do not share, sell, or transfer your personal information to any third parties for marketing purposes. The only exceptions are:
- SMS Providers: We use third-party SMS services to send verification codes and notifications. Only phone numbers are shared for message delivery.
- Email Providers: We use email services to send notifications and credentials. Email addresses are shared only for message delivery.
- M-PESA (Vodacom): Payment transactions are processed through the M-PESA system. Transaction details are shared with Vodacom Tanzania for payment processing.
- WhatsApp: When you send payment receipts via WhatsApp, you are subject to WhatsApp's privacy policy. We recommend using official channels for sensitive information.
- Legal Requirements: If required by law, we may disclose information to comply with legal processes.
All our service providers are bound by strict confidentiality agreements and cannot use your data for any other purpose.
6. Security Measures
We implement industry-standard security practices to protect your information:
Account Security
- Password hashing using bcrypt
- Secure session management
- CSRF protection
- Rate limiting on login attempts
Data Security
- Encrypted database storage
- Protected database access
- Regular security updates
- Secure API endpoints
- TLS/SSL encryption for all data transmission
6.1 Access Control
- Private Elections: Phone number validation against admin-approved list ensures only authorized members can register.
- Public Elections: Phone verification via SMS prevents duplicate registrations and ensures unique voters.
- Admin Access: Admins have access only to their own election data and cannot view other rooms.
- Payment Data: Only authorized finance personnel have access to transaction records.
7. Your Rights
You have the following rights regarding your personal data:
- Access: You can view your personal information through your dashboard during the active election period.
- Correction: You can update your profile information (name, email, etc.) through your account settings.
- Deletion: Your election data is automatically deleted after the retention period. For immediate deletion, contact support.
- Withdrawal: You can withdraw from an election at any time, but votes already cast cannot be reversed.
- Payment Data: You may request deletion of payment records, subject to legal retention requirements.
To exercise these rights, please contact us at support@simuvote.com.
8. Children's Privacy
SimuVote is intended for use by groups of all ages, but we are committed to protecting children's privacy:
- Voter registration requires a valid phone number, which helps verify age appropriateness.
- We do not knowingly collect personal information from children under 13 without parental consent.
- Parents and guardians are responsible for supervising minors' use of the platform.
- If you believe a child has provided us with personal information without parental consent, please contact us immediately.
9. Cookies and Tracking
SimuVote uses only essential cookies to maintain session security and user authentication:
- Session Cookies: Required to keep you logged in during your visit.
- Security Cookies: Used to prevent CSRF attacks and protect your account.
- No Tracking: We do not use analytics cookies, tracking pixels, or marketing cookies.
You can disable cookies in your browser settings, but this may affect the functionality of the service.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal reasons. When we do:
- The "Last updated" date at the top of this page will be revised.
- We will notify users of significant changes via email when possible.
- Continued use of SimuVote after changes constitutes acceptance of the updated policy.
11. Contact Us
Privacy Questions?
If you have any questions about this Privacy Policy or how your data is handled, please contact us:
Email: support@simuvote.com
WhatsApp: +255 678 520 538 (for payment-related privacy concerns)
Support Center: Visit our Support Page
Address: PigaTech Softcompany, Dar es Salaam, Tanzania
Developed with by PigaTech Softcompany